As an executive assistant you are responsible for proving administrative and secretarial support to Executive Committee members, managing daily reception tasks and ensuring the building and services meet employees' needs by supporting office operations. This function also facilitates both internal and external events.
Key Responsibilities
- Effectively overseeing the daily schedules, coordinating agendas for Executive Committee members, and organizing in-person and virtual meetings across various time zones.
- Planning and arranging business trips for Executive Committee members, including preparing timely expense reports ensuring accuracy and compliance.
- Preparing visitors' agendas, welcoming them, and providing support during their stay.
- Timely gathering, compiling and distributing of materials for the board of directors' committee, involving various stakeholders.
- Assisting Marketing initiatives (e.g., client events, vouchers, gifts, cards).
- Planning internal events (i.e. Monthly Meetings, Xmas Party).
- Processing and distributing internal and external mail.
- Responding to telephone calls in German, English, and Portuguese.
- Ordering and maintaining office supplies, following office workflow procedures to ensure maximum efficiency, and monitoring expenditures while managing contracts for services like cleaning, renovations, and construction.
- Ensuring the updating and maintenance of databases, including contact lists for office management and executive assistance.
- Administration and maintenance of meeting rooms, ensuring that office areas are kept clean and orderly.
Education
- Commercial apprenticeship. Studies and/or equivalent to office specialist diploma is an advantage.
Work Experience
- Minimum of 3 years general experience.
- Strong understanding of IT organization and related practices and processes.
- Excellent organization skills with an ability to think proactively and prioritize work.
- Friendly, discreet and trustworthy.
- Ability to work under pressure with a calm attitude and ability to shift priorities.
- Fluency in English and Portuguese is a must, basic German required
Skills Required
- Minimum of 3 years general experience.
- Commercial apprenticeship or office specialist diploma (studies/equivalent) is an advantage.
- Fluency in German, English, and Portuguese for telephone and visitor communication.
- Strong understanding of IT organization and related practices and processes.
- Excellent organization skills; proactive thinking and ability to prioritize work.
- Experience planning and arranging business travel and preparing accurate expense reports.
- Experience preparing and distributing board/committee materials and coordinating stakeholders.
- Experience planning internal and external events and supporting marketing initiatives.
- Friendly, discreet, trustworthy; able to work under pressure and shift priorities calmly.
What We Do
Itaú Unibanco is a global financial services firm and the largest private sector financial institution in Latin America. Headquartered in São Paulo, Brazil, Itaú is a full-service financial institution that offers a complete spectrum of financial products and services to a broad range of clients, from individuals to the most sophisticated institutional investors. Itaú has operations in 19 countries throughout the Americas, Asia, Middle East and Europe. In the United States, Itaú has offices in Miami and New York with three lines of business offering a broad range of corporate investment, asset management and private banking services. Learn more: - Private Bank (search for "Itaú Private Bank") - Asset Management (search for "Itaú Asset Management") - Corporate & Investment Bank (search for "Itaú BBA") The information contained herein is for reference/informational purposes only, and does not constitute any invitation or recommendation of investments of any kind. The information is provided “as is” and Itaú does not warrant its accuracy, completeness or adequacy, nor does it undertake any obligation to maintain it updated at all times.
